Securing Business Email accounts
This guide explains how to protect your mailboxes from account takeover, phishing and misuse, using strong passwords, safe devices, encryption and domain authentication.
Before you begin
- Your mailboxes, and the names of the people who use them.
- Access to the Business Email Panel and the Client Area.
Steps
- Use a strong, unique password for each mailbox. Use at least 12 characters and do not reuse a password from another service. A password manager helps.
- Change a password immediately if you think it was exposed.
- Never send a password by email, chat or phone, even to someone who says they work for APNCloud.
- Sign out of webmail on shared computers, and remove mailboxes from phones or computers you no longer use.
- Keep encryption on in every mail app. See IMAP and SMTP settings. Do not accept certificate warnings for unknown servers.
- Set up domain authentication. Configure SPF, DKIM and DMARC. They make it harder for others to send mail that pretends to come from your domain.
- Give each person their own mailbox, and remove access for people who leave your organisation.
- Turn on extra sign-in protection if the panel offers it, such as two-step verification. Check the options in the Business Email Panel.
Be careful with links in messages
A message that asks you to sign in through a link may be phishing. Check the address carefully before you enter any details. When in doubt, type the official address yourself.
Expected result
Each mailbox has its own strong password, devices that use the mailbox are encrypted, and your domain has the authentication records in place.
If something goes wrong
- You see a sign-in you do not recognise. Change the password at once, then contact support from the Client Area.
- A message asks for your password. Do not reply. Report it to support.
- You lost access to a second sign-in method. Contact support, who will explain how to confirm your identity.
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Last reviewed
2026-10-27